Applicant tracking system

Menu Path : Recruitment > Candidates

Accessible to : Recruiter, Recruitment Manager

The Applicant Tracking System and needs to be continuously reviewed and updated to ensure that the profiles stay relevant and current. Features which are available on this page are -
1. Loading candidate data for the desired period
2. Searching the database
3. Creating and using tags
4. Sorting / Filtering / Hiding / Recalling records
5. Deleting records
6. Reviewing candidate status

There are two different database
- Candidate Database - this is the first tab on the page where records of all candidates are visible, all candidates are assigned a unique candidate ID which starts with C
- Received Profiles - in this tab all the profiles which are received from multiple sources are stored. On this page these profiles are visible on the second tab. All profiles received by the system are allocated a referral ID which starts with R

Details of features given in EazeWork Recruitment module to manage the databases are given below.

1. Loading candidate data

Right on top of the page there is a filter "View Candidate Profiles Updated In". This filter can be used to load the most recent profiles from last 1 month / last 3 months / last 6 months / all the period or a custom period. Whatever selection is made will be retained for the next page load. Please note that the longer the period is the longer it will take to load the page. Searching / querying the database through features explained below will work only on the candidate profiles loaded in the Candidate Database and Received Profiles tab as per the filter selected.

2. Searching the databases

Refer to the article on Searching Candidate database for more details.

3. Using Tags

Tags can be created and mapped to candidate profiles. To create new tags click on Add Tags option in the Quick Access menu.

Through this popup you can add new tags or delete a tag if it is not in use. If a tag is in use then only Recruitment Manager can edit and change the tag name. In use tags cannot be deleted by anyone.

4. Sorting / Filtering / Deactivating / Hiding Records

Sorting / filtering records : You can use the sort option given on the header of the table or enter the text you want to filter on the top of the column to filter through the list

Hiding records : If you want to hide some records you can do so by clicking on Hide action button. Candidates who are mapped against a job opening cannot be hidden. If a candidate has been "Transferred to HR" or has "Joined" or has "Did Not Joined" or has status of "Letter Emailed" you can directly hide these records. If a candidate is not a part of any opening you will need to first deactivate the record so that the status is "Inactive" and then you can hide the record.

You can hide records in bulk using the Hide option on top of the table. Hiding records helps by speeding up the loading of the page. You can recall hidden records using "Recall Hidden Profiles" button.

5. Deleting Records

Records which are not relevant for any reason or records of candidates / applicants who want their details to be deleted can be deleted from the database as long as they have not been associated with a job opening and a history has been created. Records with a history of interaction cannot be deleted as it would leave breaks in the system continuity.

To delete records you can
1. Click on Delete button on the record as shown below. If the record is without a job interaction history you will be able to to delete it. If the record has been shortlisted for an opening and there has been information updated against it then you will get a message as shown below.

2. Select multiple records and click on Delete button on the top left of the table as shown below.

Once a candidate / applicant record is deleted you can see only some basic details, refer Deleted Candidate Report for more details.

6. Candidate Status

The following statuses of candidates would be visible under the Status column on Candidate Database tab
- Blank : candidate is not currently part of any job opening
- Shortlisted / Screened / Reviewed / Interviewed : these are statuses of the candidate on a job opening
- On Hold : Offer was created but then reset, effectively offer has been put on hold
- Pending With XXX / Offer Approved / Letter Generated / Letter Emailed / Offer Accepted : are all statuses related to the offer process.
- Inactive : is shown when the candidate profile is deactivated using "Deactivate" action button, only candidates who are not assigned to any job opening can be deactivated. Inactive candidates can be hidden using the "Hide" action
- Did Not Join : Candidate updated as did not join
- Transferred to HR : Candidate transferred into HRIS
- Joined : Candidate updated as Joined
Candidates which are on Inactive, Did Not Join, Joined, Transferred to HR, Letter Emailed status can be hidden using the "Hide" action.

Rejection statuses are not shown on the table and if a candidate is active on multiple job openings the latest status across the openings is shown.

Last Updated On column shows the date on which the candidate profile record was last updated.

Note -
1. If the candidates are on shortlisted, reviewed, screened or interviewed status and job opening has closed due to fulfillment of all vacancies then candidate status will continue showing what was in the last opening
2. If candidate is on shortlist status and if review, screen or interview has been scheduled then you cannot unassigned the candidate from the job opening